The Meeting Services Manager works directly with the Meeting Services team and Forum Directors to organize and coordinate Academy Meetings and events. This role will also work closely with the Vice President, Meeting Services to assist with special projects and administrative support.
Role & Responsibilities:
Work closely with Meeting Services Directors and Vice President to prepare for and execute flawless meetings.
Build and maintain relationships with high level health system executives & industry members
Assist Meeting Services Directors and Vice President with large Academy meetings.
Manage logistics for small Academy meetings to include but not limited to, interpreting a hotel contract, creating a space grid to map out the program and room assignments, working within a budget, gathering, organizing and submitting meeting specifications to the hotel, selecting menus, onsite logistical and registration management.
Create event registration forms and websites using Cvent.
Create and update event websites
Coordinate member registrations (hotel, activities, dietary restrictions, etc.)
Help create and maintain the Crowd Compass app.
Work with Forum Director to organize presentations and session materials for the meeting, and upload them to the mobile app.
Prepare for and execute all aspects of an onsite meeting to include printing, verifying room set-ups, monitoring food & beverage, onsite attendee registration, etc.
Pull and create weekly meeting reports to include post meeting recaps.
Update member directories, take inventory and order meeting supplies, print meeting materials, prepare meeting shipment.
Other duties as assigned.
Reports to Vice President, Meeting Services
Demonstrated ability to execute operationally
Outgoing, action-oriented individual with strong work ethic and hands-on attitude
Ability to work independently and thrive in an entrepreneurial, growth-oriented business environment
Demonstrated commitment to working cross-functionally and in teams
Ability to interact with high level executives in a professional manner
Strong verbal and written communication skills
Excellent interpersonal skills
Ability to manage multiple priorities
Must be organized, detailed oriented and flexible
Mastery of the Microsoft Office Suite
Essential Job Functions:
Frequently pack and move boxes and lift audiovisual equipment up to 20 pounds
Constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer
The person in this position frequently communicates with members both over the phone and in person. Must be able to exchange accurate information in these situations
Must be able to maintain a stationary position (sitting or standing) for an extended period of time
Ability to work 12 – 14 hour days while onsite at a meeting with limited to no breaks
Education and Experience:
Must have a minimum of 2-3 years of meeting planning experience
Bachelor degree required
Travel 10+ weeks per year. First year of employment may require more travel for training purposes.
Air travel and overnight stays up to 7 days will be required. Travel involves attendance at select meetings.
About The Health Management Academy
Founded in 1998, The Health Management Academy is exclusively comprised of executive members from the country's largest integrated health systems and a strategic balance of the industry's most innovative companies. The Academy's model of educational programming assesses the top priorities of its members, monitors the organization and development of large health system executive teams, and facilitates structured interaction among its health system members. Peer-focused, problem-solving based programs—where the latest Academy research, policy analysis and expert views on the issues driving healthcare are analyzed and discussed—create the foundation for developing the leadership strategies and skills needed to guide strategically critical health system decisions.